Internship for Finance and Admin Department:

Position: Admin Intern

Contract duration: Tentatively from 15 Sep 2016 to 31 Aug 2017

Supervisor: Admin Support Officer

Duty station: Hanoi

Key working relationship: All AAV staff and others as required

Commencement date: as soon as possible

Working time: Full time (7.5 hours per day, from Monday to Friday)

Budget/Fee: VND 220,000/day

Budget from admin staff cost

1. General Context

ActionAid is an international development agency whose aim is to fight poverty worldwide. Founded in the United Kingdom in 1972, for over 40 years, ActionAid works to support the poorest and most excluded people in 47 countries in Africa, Asia and the Americas in securing their rights and eradicating poverty.

In Vietnam, ActionAid operates in provinces in mountainous and remote regions, in the fields of education, women’s rights, disaster preparedness, climate change, governance and food rights.

2. Deliverables (Performance expectation from the Intern)

• Effectively carries out administration and logistic works assigned to ensure the smooth support to departments and colleagues within timeframe.
• Other assigned tasks are completed with good quality and timely.

3. Scope of work (inclusive of key tasks & per indicator)

• Telephone calls are professionally and friendly handled and followed up.
• Logistic support is effectively given to all departments.
• Visitors are warmly welcomed and informed to relevant persons.
• Incoming and outgoing documents/mails are well handled and filled.
• Good filling system (for both soft and hard systems) is well arranged.
• Payment for related services such as office rent, EMS, electricity, stationery, hotel etc. are well processed in time.
• Supports to expatriates staff are done properly.
• Procurements for Hanoi office are made in line with AAV's finance management policy.
• Timely maintenance services for procurement are ensured.
• Monthly payment for related services such as telephone, EMS, electricity… are well processed in time
• Good filling system (for both soft and hard systems) are well arranged
• Tea-breaks for meetings, trainings, workshops are well prepared and claimed for payment
• Hotel accommodation for AAV staff and visitors are timely arranged and claimed for payment on time
• Stationery and office supply stocks is well monitored and distributed monthly.
• Other tasks (as assigned)

4. Qualification

• University degree in Administration or relevant field
• Committed and honest
• Self-motivating personality

5. Payment (Rate of fee/allowance per working day, insurance provided, time of payment)

Rate of fee: VND 220,000/working day and paid within 10 days of the next month upon full submission of approved work reports and timesheet. 24/7 Accident insurance will be provided.

6. Other benefit and responsibilities

• ActionAid International Vietnam will write reviews and acknowledge after the collaboration period of the Intern with AAV if s/he meets the requirements of AAV and at his/her request to apply to other organizations.
• The intern is expected to follow strictly the Intern Policy and other related policies of AAV.
• The Intern is required to keep all information and data of F&A Department (Admin function) confidential and for internal use. If s/he discloses such information to a third party outside AAV, s/he will be responsible for that loss of intellectual property and his/her contract will be terminated immediately by AAV.

7. How to apply

• Written application letter in English, stating why you are suitable for the post, together with full curriculum vitae, certified copies of available degrees should be submitted by September 21, 2016 to [email protected], Subject: Application for Admin Intern – 2016 or ActionAid Vietnam, Hanoi Office Attn.: Human Resources & Organizational Development Department,
• 5th Floor, 127 Lo Duc Street, Hai Ba Trung District, Hanoi
• Only short-listed candidates will be contacted. Applications will not be returned.
• Candidates from (gender, ethnic or others) minority groups are encouraged to apply.